LOUISIANA JOB LINK CENTER/SCHOOL OF VOCATIONAL EDUCATION

 

ADMINISTRATIVE DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records authorized for destruction in the relevant LSU records retention and disposal schedules, if the hard copy records are maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

 

BUDGET FILES

This series includes but may not be limited to ledger sheets, photocopies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Office of the Dean, photocopies of invoices, photocopies of receipts, photocopies of requisitions sent to Purchasing, photocopies of Requests for Budget Adjustment sent to Office of the Dean, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

FACULTY APPLICATIONS FILES

This series contains off-campus correspondence, job applicant letters of reference received from off campus, and vitae received from off campus.

RETENTION: Retain 1 year in office, then destroy by shredding then landfill.

 

JOB DEVELOPMENT FILES

This series contains off-campus correspondence, campus and off-campus near-print informational material, file lists, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active, then destroy by recycling.

 

JOB OPPORTUNITIES FILES

This series contains off-campus correspondence and off-campus near-print informational material.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

JOBS AVAILABLE LISTS

This series contains computer-generated Jobs Available lists received from off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

PARTICIPANT FILES

This series contains off-campus correspondence, applications, photocopies of 702 forms sent off campus, photocopies of 706 forms sent off campus, photocopies of 709 forms sent off campus, resumes, action sheets, and photocopies of certificates.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

 

PERSONNEL FILES

This series contains photocopies of Change-in-status Report of Continuation or Separation sent to Office of the Dean, photocopies of employee performance evaluations sent to Office of the Dean, photocopies of employee withholding tax statements, job applicant letters of reference, job applicant resumes, photocopies of PER-l Requests for Permission to Fill a vacancy sent to Office of the Dean, photocopies of PER-2 Personnel Appointments sent to Office of the Dean, and PER-3 Personnel Status Changes sent to Office of the Dean.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

 

REFERENCE FILES

This series contains campus and off-campus near-print informational material, and procedural guidelines received from campus offices.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

TELEPHONE LOGS

This series contains Telephone Log sheets.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.